Mid-Year Benefit Changes
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1 Mid-Year Benefit Changes If you experience a change in your personal or work life that impacts your State Employee Health Plan (SEHP) benefit elections, KU Benefits is ready to help you navigate the change process. Please see the notes below to help you make Mid-Year changes to your benefit elections. All changes require you to enter your request into the Membership Administration Portal (MAP) within 30 calendar days from the date of family status change. Required documentation to request a Mid-Year Change: The following items are appropriate supporting documentation required to be uploaded into MAP with the Enrollment or Change Request when adding or removing eligible individuals. Listed below you will find the most common Mid-Year Changes. Additional Changes can be found in the State Administration Manual starting on page 37. Change in Family Status Type of Documentation Documentation to add person(s) to Insurance Marriage Marriage License Completed in English Spouse and stepchild Birth Birth certificate or hospital birth Newborn announcement in English Adoption Petition for adoption or placement agreement completed in English for dependent child Court order completed in English for dependents who are not biological or adopted children of the primary member Adopted Child(ren) Adoption of a Grandchild(ren) Divorce Continuation of Coverage for a Disabled Child(ren) Loss of Other Coverage Certificate of birth completed in English and Dependent Grandchild Affidavit for children born to a covered dependent (grandchild), along with copy of current years filed Federal tax return for proof of financial dependency and residency. First and last pages of the final divorce decree including court recorded date stamp and judge s signature An Application for Coverage of Permanent and Totally Disabled Dependent Child affidavit for covered dependent children aged 26 or older and copy of current years filed Federal tax return for proof of financial dependency and residency. A certificate of credible coverage stating that you have been removed from your previously occupied plan Grandchild(ren) Spouse, Child(ren) Disabled Child(ren) over age 26 Entire Family, Spouse, Child(ren) Death of a Dependent Death Certificate Spouse, Child(ren)
2 NOTE: In order to match documentation for a spouse or dependent(s) to the appropriate primary member, the documentation must be legible. Documentation is uploaded through the primary member s record in MAP. Uploading Documentation into MAP Scan the required documentation and login to MAP. After you enter your login information, scroll to the bottom of the Member and Family Tab. You will see the image below; select browse and upload all required documents.
3 After you have uploaded the required documentation, follow the steps below to complete your midyear status change: 1.) Click Mid-Year Benefit Changes Tab as indicated below: 2.) Then select start a New Request. 3.) Choose one of the four options listed below: a. Newly Eligible Dependent (Adoption, Birth, Marriage, Gained Custody) b. Add/Drop a Dependent due to a Change in Coverage (Marriage, Loss of other coverage) c. Death of Spouse or Dependent d. Remove Ineligible Dependent (Divorce)
4 Select the applicable option as listed below, enter in the date of the event and include any necessary notes. Then select the green Submit Request button to complete your enrollment. Premium Adjustment Once this request has been processed, the SEHP will send an update request to KU. Depending on the timing of this request, KU Benefits may need to request a Payroll adjustment based on when the coverage is effective which will result in a prorated premium adjustment or refund.
5 Premium Rates To verify premium rates, please visit 2018 Booklet (Rates are on pages 22-23): Updating Beneficiaries Visit Changes & Life Events page to access a beneficiary form to change your Basic or Optional Group Life Insurance beneficiary. After the form is completed please forward to the HR Benefits office by either fax or by campus mail to Human Resources Benefits. Need Help? KU Benefits is here to assist you. Hotline: to speak to a Benefits Specialist (Monday - Friday, 8:00 am - 5:00 pm CST) In Person: 150 Carruth-O'Leary, 8:00 a.m. to 5:00 p.m., M-F benefits@ku.edu
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